Privacy Policy

This privacy policy explains how Kingdom of Fife Orienteers collects, uses and protects personal information when you use our website, contact the club, take part in club activities, or interact with us online.

Our website address is: https://kfo.org.uk/.

Who we are

Kingdom of Fife Orienteers is an orienteering club based in Fife. We organise and promote orienteering events, training, club activities and related information for members, participants, volunteers and visitors.

For the purposes of this policy, “we”, “us” and “our” refers to Kingdom of Fife Orienteers.

What personal information we collect

We may collect personal information when you contact us, complete a form, enter an event, volunteer, join the club, leave a comment, or use features on our website.

This information may include:

Your name

Your email address

Your phone number

Your postal address, where relevant

Club membership or event participation details

Emergency contact details, where required for safety reasons

Information you provide in messages, enquiries or forms

Technical information such as your IP address, browser type and device information

How we use your information

We use personal information to:

Respond to enquiries

Manage club membership and communication

Organise and administer events, training and activities

Support safety, safeguarding and welfare requirements

Share relevant club news, updates and event information

Maintain and improve our website

Prevent spam, misuse or unauthorised access

Meet any legal, insurance or regulatory obligations that apply to the club

Comments

If visitors leave comments on the website, we collect the data shown in the comments form, along with the visitor’s IP address and browser user agent string to help detect spam.

An anonymised string created from your email address, also called a hash, may be provided to the Gravatar service to check whether you use it. The Gravatar service privacy policy is available at: https://automattic.com/privacy/. After approval of your comment, your profile picture may be visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images that include embedded location data, such as EXIF GPS data. Visitors to the website may be able to download and extract location data from images published on the website.

If photographs or videos are taken at club events, they may be used to promote the club, report on events, or share club activity. Where appropriate, we will consider privacy, safeguarding and consent before publishing images, especially where children or vulnerable people are involved.

Cookies

Our website may use cookies to support basic website functionality, improve user experience, remember preferences, help with security, and understand how visitors use the site.

If you leave a comment on our site, you may choose to save your name, email address and website in cookies. These are for your convenience so that you do not have to enter your details again when leaving another comment. These cookies may last for one year.

If you visit a login page, a temporary cookie may be set to check whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, the website may set cookies to save login information and screen display choices. Login cookies usually last for two days, and screen options cookies may last for a year. If you select “Remember Me”, your login may persist for two weeks. If you log out, login cookies will be removed.

If you edit or publish an article, an additional cookie may be saved in your browser. This contains no personal data and simply indicates the post ID of the article you edited. It expires after one day.

Embedded content from other websites

Pages and articles on this website may include embedded content from other websites, such as videos, maps, images, social media posts or event-related services. Embedded content from other websites behaves in the same way as if you visited that website directly.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that content. This may include tracking your interaction if you have an account and are logged in to that third-party website.

Event entries and third-party services

Some orienteering events may use third-party entry, results, mapping, payment or membership services. When you use those services, the information you provide may also be processed by the relevant third-party provider under their own privacy policy.

We recommend that you read the privacy information provided by any third-party service before submitting personal information through it.

Who we share your data with

We do not sell your personal information.

We may share information where necessary with:

Club officials, volunteers or organisers who need the information to carry out club activities

Event organisers, officials or safety teams where required for event administration or safety

Relevant governing bodies or partner organisations where required for membership, event, insurance, safeguarding or regulatory purposes

Website, hosting, email or IT service providers who help us operate the website and club systems

Legal, regulatory or public authorities where we are required to do so

If you request a password reset, your IP address may be included in the reset email.

How long we retain your data

We only keep personal information for as long as necessary for the purpose it was collected, including for administration, safety, legal, insurance, accounting or reporting purposes.

If you leave a comment, the comment and its metadata may be retained indefinitely. This allows us to recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users who register on our website, if any, we store the personal information provided in their user profile. Users can see, edit or delete their personal information at any time, except they cannot change their username. Website administrators can also see and edit that information.

How we protect your information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration. Access to personal information is limited to people who need it for club administration, website management, event organisation or legal purposes.

What rights you have over your data

You have rights in relation to your personal information. These may include the right to request a copy of the personal data we hold about you, ask us to correct inaccurate information, request deletion of your information, object to certain processing, restrict how your information is used, or withdraw consent where consent is the basis for processing.

These rights are not absolute and may depend on the circumstances. For example, we may need to keep certain information for legal, insurance, safeguarding or administrative reasons.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

Website data may be processed by hosting, security, analytics, email or other service providers used to operate and protect the website.

Contacting us about your data

If you have any questions about this privacy policy or how Kingdom of Fife Orienteers uses your personal information, please contact the club using the contact details provided on our website.

You also have the right to raise a concern with the Information Commissioner’s Office if you are unhappy with how your personal information has been handled.

Changes to this policy

We may update this privacy policy from time to time. Any updates will be published on this page.